HomeMy WebLinkAbout8.1 2010 Day on Glen Event
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AGENDA STATEMENT
PARKS AND COMMUNITY SERVICES COMMISSION
MEETING DATE: March 15, 2010
SUBJECT: 2010 Day on the Glen Event
Report by Diane Lowart, Parks and Communiry Services Director
ATTACHMENTS: None
RECOMMENDATION: Receive report and recommend to City Council whether to
discontinue the Day on the Glen Festival for 2010
FINANCIAL STATEMENT: The net cost to the City for the 2009 Day on the Glen event was
$63,500
DESCRIPTION: A meeting of the City Council was convened on February 24, 2010
for the purpose of providing input on the 2010-2011 Budget and 2010-2011 Goals and Objectives. At the
meeting, the City Council learned that the City may face an operational deficit of between $3.1 million
and $4.6 million in Fiscal Year 2010-2011. As a result, the City Council directed the City Manager to
utilize the following actions to balance the Fiscal Year 2010-2011 Budget:
• Utilize Economic Stability Reserve
• Defer or eliminate 2010-2011 General Fund Capital Projects, where feasible
• Reduce operations and hours for City buildings and facilities
• Reduce operational service levels
Staff would like the Parks and Community Services Commission to consider whether to discontinue the
Day on the Glen event for 2010. Taking a year off from the event would allow Staff to re-evaluate the
event and determine if the funding allocated for the event could be better spent on other programs or
services.
BACKGROUND
The Day on the Glen event was first held in 2001 as a one day festival at Emerald Glen Park. The
preliminary goals for the event were as follows:
• Plan and manage a family oriented festival that encourages visitors to remain at the festival for an
extended period of time;
• Create unique activities that will distinguish the event from other festivals;
COPIES TO:
ITEM NO.: 8.1
GAPARKS COMMISSIOMAGNDSTMT\2010\345 Item 8.1 Day on the Glen.doc
• Utilize the festival to acquaint new residents to Dublin and enhance community spirit;
• Create significant exposure and awareness of the event in the community;
• Provide professional entertainment for both children and adults;
• Offer unique visitor experiences that are interactive;
• Encourage participation by a variety of local restaurants;
• Provide opportunities for non-profit organizations to provide festival workers as a fundraiser;
• Create partnerships with the business community and encourage sponsor involvement in the event.
In 2002 the event was expanded to two days and it has remained a two-day event since then. The event
has traditionally been held in September of each year.
The event is coordinated by Staff from the Parks and Community Services Department. Logistical
support is provided by Public Works, Police and Fire. All other City Departments are involved in the
City Hall Tent which provides information on City services and updates on both City and private
development projects.
Day on the Glen typically features the following components: City Hall Tent; other Government Agency
Booths (Dublin Police Services, Alameda County Fire, Dublin Unified School District, Dublin Public
Library, etc.); Children's Activities (Carnival Rides, Jump Houses, Games, Tot Play Area); Entertainment
(Main Stage and Community Stage); Non-Profit and Commercial Booths; Sports Competitions
(Skateboard, Volleyball, Basketball and Tennis); and Food Booths. Additionally an evening concert was
held for four of the nine years of the event. With the exception of the 25`h anniversary concert and
fireworks, the evening concerts were generally not well attended relative to the cost associated with the
concerts.
The following table captwes key data for the last five years of the event.
005 2006 007 2008 009
Theme None Fun For the 25` Anniversary A World of Fun Animal
Whole Family Celebration Adventure
Food/Snack 11 12 10 12 11
Booths
Non-Profit 19 Za 27 26 30
Booths
Commercial 59 40 40 38 39
Vendors
spor,sor $11,250 $21,000 S18,000 S17,800 S14,000
Income
Estimated 10,000 12,000 13,000 14,000 13,000
Attendance
The costs associated with the 2009 Day on the Glen event are shown below and in more detail on the
following page.
Expenditures $105,000
Revenue $ 39,400
Net Cost $ 659600
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FESTIVAL .
Staff Overtime $2,100
Temporary/Seasonal Employees $13,700
Operating Supplies $7,590
Advertising and Printing $2,910
Equipment Rental $19,350
Donations to non-profit groups for event volunteers $4,130
Contracted Services
Event Entertainment/Support Services $14,320
MCE Maintenance Seroices $22,320
Fire Services (bike paramedics) $2,000
Police Services $8,000
Street Banner Hanging $380
Contracted Services Total $47,020
SUBTOTAL FESTIVAL EXPENDITURES $96,800
EXPENDITURES
Central Services $5,000
Administrative Services $2,100
Staff Overtime $1,100
SUBTOTAL CITY HALL TENT EXPENDITURES $8,200
TOTAL EXPENDITURES $105,000
Sponsorship Revenues $14,000
Vendor Fees / Commissions / Onsite Sales $25,400
TOTAL REVENUES $39,400
NET COST OF EVENT $65,600
These costs do not reflect the Staff time associated with planning and conducting the event. It is
estimated that 20°/a of a Recreation Coordinator's time is spent on this event. Nor do these costs reflect
the Staff time associated with coordinating the City Hall Tent; this is done primarily by Staff from the
City Manager's office with assistance by the various other operating departments.
If the Day on the Glen event moves forward in 2010, Staff anticipates that the cost to the City will exceed
the cost of the 2009 event. This is a result of decreased sponsor revenues. As shown in the table above,
sponsor revenue was down approximately 21 % from 2008 to 2009; sponsor revenue for the 2010 St.
Patrick's Day Festival is down approximately 5% from 2009.
SUMMARY
Special event planners have found that events often have a"shelf life" and recommend that events take a
year off to re-invent themselves. This was the case with the Pasta Festival which was originally held in
Pleasanton and was extremely successful. When the event was re-located to Dublin, attendance and
interest in the event declined which led to its eventual discontinuation. The Day on the Glen event was
conceived as a replacement to the Pasta Festival.
Based on initial feedback from the Parks and Community Services Commission, Staff had intended to
look at ways to re-tool the Day on the Glen event for 2010. Some of the Commissioners felt the event has
been too focused on children's activities and needs a new "hook" to generate more interest in the event.
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In light of the current budget situation facing the City, instead it could be advantageous to talce a year
break for the Day on the Glen event. During the upcoming year Staff would seek input on the
community's vision for special events in Dublin to ensure the funds expended for Day on the Glen best
meet the needs of residents, who place a high value on events and festivals according to the 2008 Parks
and Community Services Strategic Plan. This will help the City better understand if there is a need to
malce changes to the Day on the Glen theme and activities, or if it would be better to realign these
resources far other programs or services that would better meet the needs of residents.
RECOMMENDATION: Staff recommends that the Parks and Community Services
Commission receive the report and recommend to City Council whether to discontinue the Day on the
Glen Festival for 2010.
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